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Minnesota State University, Mankato

Minnesota State University, Mankato
Centennial Student Union
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  • Policies, Procedures, & Practices

Page address: http://csu.mnsu.edu/policies.html/

The following is a list of commonly applied policies, procedures, and practices from all around the CSU. You may use the following list to help navigate to the subject you are curious about:

Academic Classes

Due to the demand for Centennial Student Union facilities, academic classes may not be held in the Centennial Student Union unless approved by the Centennial Student Union Administration (CSU 220). When approved, classes are scheduled by the Registrar’s Office and rental charges and associated fees apply. Source: CSU Procedure

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Advertising and Promotions

The goal of the CSU is to be the communication center for the campus community. Inappropriate or explicit materials may be removed. The CSU shall not be held responsible or accountable for the theft or vandalism of materials displayed. We offer a variety of advertising opportunities including posting of flyers and banners, use of sign stands, electronic displays, building wide announcements, outdoor signage and more. Please visit us in CSU 220 to place your advertising request. : Promotions Policy

CSU Procedure

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Alcoholic Beverages

The possession, consumption, and/or distribution of alcohol is not permitted on University property (regardless of age) without prior approval by the President. The University supports the strict enforcement of Minnesota liquor laws. Application for Service of Alcohol permit is available from University Scheduling and Conference Services (CSU 219). Source: University Policy; MnSCU Policy

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Animals

For reasons of sanitation and safety, pets are not permitted in University buildings unless approved by University Scheduling and Conference Services (CSU 219). Service animals (e.g. guide dogs for the visually impaired) are not classified as pets. Source: University Policy

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Art Displays

Individuals or groups interested in displaying artwork in the Centennial Student Union, appropriate to the educational setting of the University, may contact the Centennial Student Union Communication Coordinator (CSU 220). Displays may not interfere with the daily business functions of the Centennial Student Union. Requests will be considered on a case-by-case basis. Source: CSU Procedure

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Candles and Incense

For safety reasons, candles, incense, and open flames are not permitted in the Centennial Student Union unless approved by University Scheduling and Conference Services (CSU 219). Source: CSU Procedure

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Chalk

To ensure no one unintentionally defaces University property, chalking is not permitted unless approved by University Scheduling and Conference Services (CSU 219). Chalk used must be water-solvable and removed immediately after the event or issue is no longer current. Charges to Recognized Student Organizations, University Departments, and the General Public are applied when applicable. Source: University practice

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Compliance with University Policies

Knowingly acting as an accessory or being present while any known violation of Centennial Student Union and/or University policy is occurring is in violation of the Statement of Student Responsibilities. Suspected violations of policy will be reported to University officials. Source: University Policy

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Creation Station

The Student Activities office provides a variety of craft supplies for Student Activity Fee funded activities. Supplies are not to be used for academic related projects. Student Activities reserves the right to charge Recognized Student Organizations or discontinue service pending request or amount of supply requested. Charges to Recognized Student Organizations and University Departments are applied when applicable.

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Decorations

To ensure no one unintentionally defaces University property; decorations may not be nailed or tacked to any surface, nor attached to wood, stone, or papered surfaces. Glitter or glittered items are not permitted. Decorations must not create a fire hazard as determined by local and state regulations. Painter's tape is the only adhesive approved for decorations. Individuals or groups will be held financially responsible for damages caused to University property. Source: CSU Procedure

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Demonstrations/Rallies

Individuals or groups interested in holding demonstrations or rallies are encouraged to contact University Scheduling and Conference Services (CSU 219). Source: University Policy

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Disability Services

The Centennial Student Union is committed to achieving full participation for persons with disabilities. Individuals or groups requesting event or meeting space should discuss the ability to meet accommodation needs with University Scheduling and Conference Services (CSU 219).

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Emergency Closing

Due to weather conditions or other emergencies, the cancellation of classes/events may occur, or the campus may close. Notification of class cancellations or campus closures will be placed on the University website and provided to local media. Notification of event cancellations will be the responsibility of event sponsors. Source: CSU Procedure

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Event and Meeting Cancellations

Recognized Student Organizations or University Departments who do not cancel their reservation requests at least three business days prior to an event’s start time, or who do not use the reserved space within 30 minutes of the designated start time, will incur a non-cancellation fee of $25.00 plus incurred setup charges.

The General Public who do not cancel their reservation request within the contractual agreed upon period, or who do not use the reserved space within 30 minutes of the designated start time, will incur a non-cancellation fee equal to the amount of their full deposit. Source: CSU Procedure

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Event and Meeting Reservations

To streamline the process of reserving space and to provide quality customer service, on-campus events (except academic classes) are to be scheduled through University Scheduling and Conference Services (CSU 219). University Scheduling and Conference Services addresses questions regarding policies, parking and transportation services, decorations and marketing, catering and food, safety and insurance, technical services, campus amenities and fees. Source: CSU Procedure

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Event and Meeting Tentative Reservations

Tentative Reservations shall be accepted for space in the Centennial Student Union; however, these tentative reservations are subject to cancellation if not confirmed: a) 3 weeks prior to the event for larger conference spaces or b) within 10 working days after a secondary (or back up) request has been received for the space. Source: CSU Procedure

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Extended Building Hours

Individuals or groups scheduling an event in the Centennial Student Union which exceeds established building hours will be assessed a minimum of $40.00 for each hour or part of an hour the building is used. Source: CSU Procedure

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Fire Safety

The subject of fire safety is one that is taken seriously. Access to fire extinguishers, fire sprinklers, smoke detectors and doorways is to be unobstructed. Fog, mist, or haze machines are not permitted unless approved by University Scheduling and Conference Services (CSU 219). At the first indication of a fire, whether it is persistent smoke, flame, or a fire alarm, individuals are to evacuate the area. Source: University Policy

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Food and Beverages

Food and beverages served in the Centennial Student Union must be obtained from University Dining Services (CSU 219). University Dining Services has first right of refusal for the preparation and sale of food at campus locations. In addition, Pepsico has exclusive rights to beverages served at campus locations. Commissions on pricing are used to improve campus dining facilities and represent the student body in sustaining appropriate student fees. Source: CSU Procedure

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Food Machine

Student Activities and the IMPACT programming board maintain a variety of rental equipment for use by Recognized Student Organizations and University Departments. This equipment is provided at a nominal cost for supplies and equipment maintenance/replacement. Abuse of equipment may decide if a group may continue to use this service. Source: CSU Procedure

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Food Machine Rental Policy

Requests for machine rental are made at the Student Activities front desk. Approval is granted when all rental information is collected and the machines and supplies are available. As the machine rental is subsidized by Student Activity Fees, Recognized Student Organizations have priority for reservations at a reduced rental cost before departmental needs. Machines cannot leave campus at any time. Use of the machines outside of the Centennial Student Union requires prior approval. Requests should be made in advance at the Student Activities front desk. To ensure all materials are in stock, reservations should be made at least two weeks in advance. Food items using the rental equipment are exempt from the requirement to obtain food service from University Dining Services. Source: Food Machine Rental Policy

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Fund Raising

Fundraising by Recognized Student Organizations and academic groups in the Centennial Student Union and across campus are subject to a variety of regulations. To simplify the process the CSU has established a single fund raising permit request form. These forms are available in the University Scheduling and Conference Services (CSU 219). Source: University Policy; and CSU Policy

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Furnishings and Equipment

Property is reserved on a first-come, first-serve basis; last minute property requests, which must be submitted to University Scheduling and Conference Services (CSU 219) no later than three business days prior to a scheduled event, cannot be guaranteed. Property of the Centennial Student Union may not be removed from the building or moved from its original location without obtaining permission in advance from University Scheduling and Conference Services. Only Centennial Student Union personnel may rearrange or dismantle property. Individuals or groups are held financially responsible for damages to furniture and equipment and for relocating property from/to its original location. Source: CSU Procedure

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Grilling

Open flame cooking devices such as grills, roasting pits, and camp fires are not permitted on University property unless approved by University Scheduling and Conference Services (CSU 219). Source: CSU Procedure

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Insurance

Insurance must be provided for any University event where alcohol will be served and for events hosted by non-university clients. For events held at off-campus locations, the insurance coverage shall be at minimum $2,000,000 per individual/$2,000,000 per incident and shall be provided by the off-campus site. For events held on campus, the sponsor must show evidence of public liability and dram shop coverage naming the University as an additional insured for minimum limits of $2,000,000 per person/$2,000,000 per occurrence. Arrangements can be made by contacting the Assistant Director, University Scheduling and Conference Services (507-389-6785). Please contact the Office of Finance and Administration (507-389-6623) if there are any questions regarding insurance coverage. Source: MNSCU Policy

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Intercultural Student Center Kitchen

The University has an exclusive contract with a food service vendor for the provision of retail and catered events. In recognition and respect for this exclusive contract, food and beverages prepared in the Intercultural Student Center Kitchen are allowed for the sole purpose of cultural diversity (free of charge) and may only be served in either the Intercultural Student Center or the International Student Association Office. Source: CSU Procedure

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Lobby Space Usage

Recognized Student Organizations and University departments may request the use of lobby space (lounges and hallways) for public events by contacting University Scheduling and Conference Services (CSU 219). Approved events must allow free flow of traffic, be open to the public, and occur without restrictions (no admission fees or donations solicited). Lobby space users are expected to be courteous of others by monitoring their noise level and responding promptly when asked to reduce noise levels. Source: CSU Procedure

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Minors

Individuals or groups planning events on University property are to ensure appropriate supervision, adults having both presence and the ability to intervene, for the audience. Guidelines include: one adult for every eight participants under the age of 13 and/or one adult for every 16 participants between the ages of 13 and 18. Source: University Policy

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Mobility Devices

In order to ensure safe passage and to protect buildings, the use of bicycles, rollerblades and skateboards is not permitted in University buildings. Personal assistive mobility devices (e.g. Segways) may be used in order to accommodate a disability or on University business. Source: University Mobility Policy, University Bicycle Policy

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Outdoor Events

Arrangements for outdoor events may be made up to one semester in advance. Individuals or groups requesting the use of outdoor space need to contact University Scheduling and Conference Services (CSU 219); allow at least 10 business days for approval. Large events require forward and progressive planning and should be submitted early. A secondary indoor site should be identified because furniture or equipment will not be moved outside during inclement weather. Source: University Policy

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Parking

To ensure parking for events can be effectively managed, individuals or groups requesting parking arrangements need to contact University Scheduling and Conference Services (CSU 219) during the planning phase of their event. Source: University Policy

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Piano Usage (Hearth Lounge)

The Centennial Student Union reserves the right to restrict access to the piano; ensuring use does not conflict with the daily business of the Centennial Student Union. Pianists are expected to be courteous of others by monitoring their noise level and by responding promptly and politely when asked to cease playing. The piano cannot be relocated from its original location. Source: CSU general practice.

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Policy Review

The Centennial Student Union reviews and updates policies and practices throughout the year. Input is solicited through interested individuals, groups, evaluations, and committees. Individuals or groups with concerns about any policy or interpretation of policy are encouraged to contact the Centennial Student Union Administration (CSU 220).

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Political Activities

Recognized Student Organizations, University Departments, and the General Public may reserve space for political activities by contacting University Scheduling and Conference Services (CSU 219). Political activities are defined as those activities which have as their purpose the endorsement, support, or advancement of a politically affiliated cause, organization, party, or candidate. Source: CSU Procedure

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Posting Policy

All materials posted or displayed in the Centennial Student Union must receive approval and be posted by the Centennial Student Union Administration (CSU 220). Source: CSU Procedure, University Policy , Promotions Policy

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Potlucks

Potlucks, defined as meals to which each participant brings one dish that is shared by everyone, have to be approved by University Scheduling and Conference Services. Contact University Scheduling and Conference Services (CSU 219) to schedule a potluck; allow three business days for review and approval. Source: CSU Procedure

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Property Loss or Damage

The University does not accept liability for the damage or loss or theft of personal property, even if attendants are on duty. In the event property is lost or stolen, notify University Security immediately. More information pertaining to loss of personal property is available from Lost and Found. Source: University Practice

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Public Address System

The Centennial Student Union public address system is used for limited purposes. Contact the Centennial Student Union Administration (CSU 220) for more information. Source: CSU Practice

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Raffles

Recognized Student Organizations, University departments and affiliated organizations may use raffles and gambling (e.g. bingo, poker night, casino night) to raise funds in support of university related activities. Recognized Student Organizations and University departments must fill out the Fund Raising Application form, available for University Scheduling and Conference Services (CSU 219), prior to hosting a raffle. These groups must ensure raffles conform to Minnesota State Colleges and Universities (MnSCU) Board of Trustees’ policy and Minnesota Statutes. Source: University Policy

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Recognized Student Organizations

A Recognized Student Organization (RSO) is a student group in support of a common purpose. It must be comprised of five or more student members and at least two-thirds of the membership must be enrolled at Minnesota State University, Mankato. RSOs must have a stated purpose, written constitution, an advisor, and adhere to federal, state, and local laws as well as the Minnesota State Colleges and Universities (MnSCU) Board of Trustees’ policies and regulations. Minnesota State Mankato will not recognize a student organization as such until the registration process on MavSync has been completed, and the Minnesota State Student Association (MSSA) has voted to recognize it. Source: Student Handbook

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RSO Clubhouse

The office of Student Activities understands that Recognized Student Organizations may have needs for storage space and/or space to hold meetings and assemble. The RSO Clubhouse is a space designated for these purposes. Student Activities encourages officers of Recognized Student Organizations to inquire about use of the space when deemed beneficial to their organization. The RSO Clubhouse is located within the Student Activities office. Source: CSU Procedure

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Security

Successful meetings and events begin with careful planning and preparation for all reasonably anticipated risks. University Scheduling and Conference Services will advise individuals or groups of the need for security and any applicable fees. Source: CSU Practice

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Severe Weather Shelter Location

The severe weather shelter location for the Centennial Student Union is the Bullpen located on the lower level. At the first indication of a tornado or severe weather, go to the shelter area. Do not go outside. Do not use an elevator; electrical power could be disrupted.

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Solicitations

All solicitation activities must receive prior approval from University Scheduling and Conference Services (CSU 219). Solicitation is not allowed in academic buildings. Source: Student Handbook

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Display Cases

Reservations are limited to activity-fee based groups and University departments. Groups or departments are limited to one two-week reservation or two one-week reservations per semester. Source: CSU Procedure

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Smoking

For reasons of health, the use and sale of lit or smokeless tobacco products is not permitted on University property. Source: University Policy

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Student Development Dining

Student development dining activities, defined as on-campus food prepared in partnership with University Dining Services, must be approved by University Scheduling and Conference Services (CSU 219).This opportunity is limited to times when the kitchens are not needed for business purposes. Contact University Scheduling and Conference Services, at least four weeks before a student food development activity; this will allow sufficient time to order food and schedule staff. The requesting RSO must pay associated labor charges.

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Table Tents

The Centennial Student Union does not allow table tents within the building. Please consult CSU Advertising and Promoting policy for alternative ways to promote your activity.

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Technical Support

In an effort to ensure quality service, technical support will be provided for events in the CSU Ballroom and Ostrander Auditorium when audio, visual, or lighting equipment is needed. Technical support in other locations will be provided as requested. Last minute technical requests, which must be submitted to University Scheduling and Conference Services (CSU 219) not later than three business days prior to a scheduled event, cannot be guaranteed. Source: CSU Practice

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Weapons

To provide a safe environment for individuals, the possession of weapons on University property is not permitted, except as allowed by Minnesota law. Individuals or groups requesting to bring weapons on campus for academic purposes should complete the proper “weapons request – academic purpose only” form from University Security. Source: University Policy

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Windows Decorating

Window decorating is generally limited to major all campus events. Individuals or groups wishing to paint windows must contact the Centennial Student Union Communications Coordinator (CSU 220). Charges for window cleaning will be applied. Source: CSU Practice

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